Hosting an event can be a pretty daunting experience - there's all the logistics, writing the perfect invite and then worrying if, after all your hard work and planning, anyone will actually turn up! In a bid to make the process a little easier, here are some of my top tips to help your event go as smoothly as possible!
Never forget the importance of communication, and communicating effectively. It’s important to keep everyone on the same page and make sure everyone involved is up to speed. For example, tell your caterers not only what time you’d like them to deliver, but let them know when you have your venue from, what time you’ll be there and what time your guests are due to arrive. That way, everyone has an understanding and an expectation - your caterers won’t try to set up a buffet if your table hire company is running late.
You might come up with a brilliant event concept, have a vision of your venue and even drafted an engaging (and rather hilarious) invitation, but just how relevant is it to your audience? Whilst a Hollywood themed masquerade gala sounds like a great idea, is it appropriate for your market, or would an informal evening of drinks and casual networking be a better fit?
If you’re hosting an industry/sector specific event, don’t disregard the option of partnering with a fellow business or organisation for your event. You may find that they can bring new planning stage contacts to the table, and the chances are it’ll open your event up to a wider audience.
Never underestimate the power of a great plan. Whilst it can seem tedious and time consuming at the beginning, make sure you allow time to really plan your event. Create a timetable and checklist to make sure you leave yourself enough time to get things ordered and booked. It can be useful to ask someone else to look over your plan too - a fresh pair of eyes might mean that they pick up on the fact that you’ve allowed some time to present a video montage but haven’t finalised projector hire.
Most of all, enjoy your event. Maybe even try to enjoy the planning process too. The most stressful things can be made easier by finding the enjoyment in it! If you’re finding planning an event too much, or maybe you run into some trouble with an element of the organisation; reach out to your network, colleagues, and even friends to give you a hand.
Make sure you pay close attention to detail as well as the bigger picture; and do try and think of everything that could go wrong… with plenty of contingency plans!